Executive Associate Vacancy-Job Ref: JKZWUN/2508/202392

Executive Associate Vacancy-Job Ref: JKZWUN/2508/202392
Harare (Zimbabwe)
JOB DESCRIPTION
Org. Setting and Reporting
The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs.
The Executive Associate to the UN Resident Coordinator (RC) works under the overall guidance of and reports directly to the UN Resident Coordinator and works in close collaboration with the RCO Strategic Planner and Team Leader. The working environment entails working collaboratively with the UN RCO team and Agencies staff and external counterparts for the successful achievement of the responsibilities and assigned tasks.
This position is located in the Resident Coordinator’s Office (RCO), in Zimbabwe and reports to the UN Resident Coordinator (RC) as well as the RCO Team Leader.

Responsibilities
Within delegated authority, the Executive Associate will be responsible for the following duties:
• Ensures effective and efficient functioning of the UN RC Front Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
• Maintains the RC’s calendar, contacts high-ranking visitors, arrangement of appointments and meetings, taking minutes as required, including through the coordination with UN agencies and other stakeholders.
• Maintains protocol procedures.
• Ensures services organized for meetings, such as venue rental, translation services, and other procurement services.
• Manages the UNRC missions and representation schedule, including ticket, accommodation, approval on UMOJA system, security clearance on system, official communication to relevant stakeholders, etc.
• Maintains repositories of high-level partner contact lists and ensure a regular update
• Prepares of correspondence, directives, comments on behalf of the UNRC for his/her signature and ensuring delivery and any other follow-up when required.
• Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies.
• Coordinates the information flow in the office, follow up on circulation files.
• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the UN RC.
• Screens all incoming calls and correspondence.
• Shares the agenda of RC daily with concerned offices and focal points and ensure a daily coordination with the driver as necessary.
• Ensures that all related logistics to the offices of RC/Cambodia are well functioning, including IT related, electricity, AC, etc. in coordination with related departments.
• Supports RCO staff in organizing meetings, appointments with partners, transportation arrangements among others.
• Responds to ad-hoc requests of the RC
GENERAL ADMINISTRATION:
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, budget and finance, and human resource management.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Ensures that requirements and background information used for data analysis are documented.
• Performs other related duties as assigned.
Competencies
PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.
The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
Completion of High School diploma or equivalent is required. Additional certification or training on human resources, administration, audit, finance, management and/or event organization or a similar area, is required.
Work Experience
A minimum of seven (7) years of progressive work experience in secretarial, administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable.
Work experience with the United Nations or similar international organization is desirable.
Experience of one (1) year or more in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.
Assessment
Evaluation of qualified candidate for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.
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